TO: Board of Supervisors
FROM: Steven Lederer, Director of Public Works
REPORT BY: Leigh Sharp, Deputy Director of Public Works
SUBJECT: Amendment No. 1 to Agreement No. 230342B with Facilities by Design for space planning, design, and furniture coordination services
RECOMMENDATION
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Approve and authorize Amendment No. 1 to Agreement No. 230342B with Facilities by Design to increase the maximum compensation by $100,000 per fiscal year for on-call professional space planning, design, and furniture coordination services. (Fiscal Impact: $100,000 Expenditure; Various Departments; Not Budgeted; Discretionary)
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BACKGROUND
Napa County Public Works released a Request for Proposals (RFP) for on-call commercial and professional office space planning, design, and furniture coordination services in 2022. As a result of the RFP process, Facilities by Design was selected as the service provider, and on March 14, 2023, Napa County Agreement No. 230342B was executed with Facilities by Design. Property Management manages the Agreement and it is utilized and budgeted for by departments throughout the County to meet their space planning, design, and furniture coordination needs. Maximum compensation is $150,000 per fiscal year and the Agreement expires on June 30, 2028.
Due to high demand for space planning and furniture coordination services, approval of Amendment No. 1 to the Agreement is being requested to increase maximum compensation by $100,000 per fiscal year. Projects across multiple county departments have been and are being implemented to address safety and security issues, to increase the number of workstations available, and to facilitate department relocations. Approval of Amendment No. 1 will increase maximum annual compensation by $100,000 for a new maximum of $250,000 per fiscal year with no changes to hourly rates or the term of the Agreement.
FISCAL & STRATEGIC PLAN IMPACT
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Is there a Fiscal Impact? |
Yes |
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Is it currently budgeted? |
No |
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Where is it budgeted? |
Various departments encumber from Services and Supplies as needed. |
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Is it Mandatory or Discretionary? |
Discretionary |
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Discretionary Justification: |
Utilizing a professional space planner independent of specific merchants and product lines allows for unbiased space planning, design, coordination, and acquisition of furniture for County facility needs. In addition, current staff does not possess the skills required to perform such space planning and design services. Additional funds are needed because demand from Departments has outpaced available contractual resources. |
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Is the general fund affected? |
Yes |
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Future fiscal impact: |
Each department utilizing space planning, design, or coordination will budget and encumber a portion of the contract, up to a maximum County-wide compensation of $250,000 per fiscal year. |
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Consequences if not approved: |
If not approved, several priority projects requested for this fiscal year would need to be postponed or cancelled, including projects that relocate staff from leased space to County-owned space and projects that increase the number of offices available to staff so that vacancies can be filled. |
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ENVIRONMENTAL IMPACT
ENVIRONMENTAL DETERMINATION: The proposed action is not a project as defined by 14 California Code of Regulations 15378 (State CEQA Guidelines) and therefore CEQA is not applicable.